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Polycom 8 manual On-demandConferences Reservation-lessConferencing, Ad Hoc Conferencing

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On-demand Conferences (Reservation-less Conferencing)

Chapter 7 - Conference Types

On-demand Conferences (Reservation-less Conferencing)

Reservation-less conferencing enables participants to immediately start and connect to an On Going conference from their endpoint, with no advanced scheduling. The MGC Manager offers two methods for Reservation-less conferencing:

•Ad Hoc Conferencing

•Meeting Rooms

Ad Hoc Conferencing

In Ad Hoc conferencing, the participant connects to an Ad Hoc-enabled Entry Queue. An Entry Queue is a special routing lobby to which one or several dial-in numbers are assigned. The participant is prompted for the destination conference Numeric ID. If no such conference is running, the system creates ad hoc a new On Going conference if the participant has the permission to access a conference. The new conference is created according to the conference parameters defined in a Profile assigned to the Entry Queue. In such a case, only the conference Profile is created once, and is used repeatedly to create numerous conferences.

This conferencing mode is useful when you want to globally enable all employees in your organization to start On Going conferences from their endpoints, without having to define the conference parameters for each employee and for each conference.

If an external database authentication is configured for the Entry Queue and the conference, the MCU verifies with the external database application (such as the WebCommander) whether a conference with that Numeric ID can be started and if the participants attempting to connect to the conference have the right to connect to it.

Entry Queues and Profiles for Ad Hoc conferences can only be defined in the MGC Manager application. However, once defined they can be used repeatedly via the WebCommander Web Site.

In the WebCommander - Web Server Manager application, in the Users Properties table, you must define all users with rights to start a new conference using Ad Hoc conferencing (for more information, see the Web Server Manager User’s Guide, Chapter 4, Defining a new User). For each user defined in the database, you enter the conference Numeric ID,

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Polycom 8 manual On-demandConferences Reservation-lessConferencing, Ad Hoc Conferencing

Contents

MGC WebCommander User’s Guide VersionCatalog No. DOC2136B Version Proprietary and ConfidentialNotice Table of Contents Table of Contents Disconnecting Participants Reservation Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page A-12 Page viii Table of ContentsIntroduction •Chapter 2 - Connecting to WebCommander About MGC WebCommander User’s GuidePrerequisites •Chapter 1 - Introduction•Chapter 6 - Reservation Calendar •Chapter 5 - Monitoring On Going Conferences•Chapter 7 - Conference Types •Chapter 8 – Meeting Rooms ListConventions System RequirementsCookies Enabling Cookies in Microsoft Internet ExplorerThe Internet Options - General window opens 3.Click the Custom Level button The Security Settings window opens5.Click OK 6.Click OKAuthentication Connecting to WebCommander3.Click OK The Enter Network Password dialog box opensPage The WebCommander Login window opens •Several On Going conferences - The Meeting Director window listing the On Going conference list opens, enabling you to select the conference to monitor •Calendar - for conference reservations Main Menu Chapter 3 - Main Menu Main Menu LinksMenu Item Menu Item Configuration The Configuration window opens To select the database Database SelectionLanguage Selection 1.In the Main Menu, click Language SelectionChapter 3 - Main Menu The Welcome/Language Selection window opens MGC WebCommander User’s Guide2.Click the required language button Resizing the Window Panes Dragging the Browser pane edge Using theScroll bars New Meeting Window Conference Details Chapter 4 - New Meeting WindowParticipants ParticipantsParticipants Lists Area Directory Participants List Select PathNavigator or Polycom MGC WebCommander User’s GuideTo access the Recent List Recent Participant ListFavorites Participant List Participant action buttons Participant Actions AreaMGC WebCommander User’s Guide Conference Details AreaConference Launch Options Area Starting a New Meeting 3.Click the Start Immediately button MGC Web Server and the MCU field is set to Auto in the Conference template, the system selects the MCU to run the conference according to the order in which they are defined in the MCU table or in the MCU list assigned to the logged in user. If no MCU is connected to the MGC Web Server, an appropriate error message is displayed To send an E-mail Sending an E-mailto Conference Participants4-14 11.Click the Send button •Participants with the same name, or •Participants with the same ISDN phone numbers, or To resolve participant conflicts Field/OptionDescription Click to define a new participant The Participant Dialog Page opens 2.Define the parameters as detailed in Table4-20 Table 4-3:Participant Dialog Page parameters 4-214-22 sip: user name@domain. Note that the SIP4-23 4.Click OKScheduling a Conference Chapter 4 - New Meeting Window41 2 3 5 contains pre-definedparticipants, they are listed in the Conference Details pane 4-26 6.Define the following parametersTable 4-4:Start window parameters 4-277.Click OK If the conference is started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants To create a recurrent reservation Creating a Recurrent ReservationThe Reservation Recurrence pane opens 3.Define the following parameters4-31 4-32 4.Click OKIf the conference was started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants a.If not all the reservations are successfully scheduled on the MCU, a dialog box appears requesting whether to list the unscheduled conferences When an E-mailis sent to participants, you can include a ViaVideo and vCalender/iCalender format attachments for more information, see “Sending an E-mailto Conference Participants” on page 4-14by selecting the appropriate check boxes. With recurrent reservations the e- mail states the number of recurrent reservations and the recurrence pattern monthly, weekly, daily Reservation MGC WebCommander User’s Guide The Conference Reservation window opens3.Click the Send E-mail link 4-375.Click OK, to send the E-mail 4-38Chapter 4 - New Meeting Window Defined ISDN Participants Dial-in Dialing into the ConferenceTo display the list of On Going conferences SIP Connections Defined H.323 Participants Dial-inSIP UA DNS serverDial-in Scenario—SIPEnvironment 4-42For example, EQ1sales12345 For example, the MCU dials: endpoint1@polycom.com Mixed Environments Conference Scenario IP participant PBX switch ISDN participant4-44 SIP Proxy SIP UA Gatekeeper MCU media mixerMonitoring an On Going Conference Chapter 5 - Monitoring an On Going Conference General MonitoringMeeting Director Module The Meeting Director Pane Page —Click OK Conference Conference Icons and Indications Description ButtonIndication Modify Conference General Information - Opens theButton 5-10Description IndicationParticipant Icons and Indications 5-12 Participant IconsIcon Description5-13 IconDescription 5-14 Connection Status IconsStatus Icon Description5-15 The connection is problematic5-16 Audio Connection Status Iconsparticipant and the MCU 5-175-18 Video Status Iconsgreen 5-195-20 Q&A ButtonsButton Menu Function5-21 Connection Type Icons5-22 Status IconDescription To sort the Participant Properties Sorting Participant Properties5-23 Secure Conference Mode Secure Conference ModeIndicates the conference is in Terminate buttonToolTips Connected video status indication Table 5-8:ToolTip options 5-27ToolTip IndicatesGeneral Conference Information Status FieldDescription Table 5-9:Conference Status Information 5-29The Video Layout Pane Hide/Show Video Layout Pane 5-31•Personal Layout requires the Video+ card To show the Video Layout pane To hide the Video Layout paneOperations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options MGC WebCommander User’s Guide 5-37Toolbar buttons Viewing Conference Numeric ID To connect the participant Connecting Dial-outParticipantsTo disconnect the participant Disconnecting ParticipantsTo reconnect a disconnected participant Reconnecting ParticipantsMGC WebCommander User’s Guide 5-41To add a participant to the On Going conference Adding Participants to the ConferenceThe Add Participant window opens, letting you select the Participant templates from the list The Filter window opens 5.Select the check box next to the name of the participant to add to the conference. You can add several participants in one operation by selecting their check boxes Director toolbar MGC WebCommander User’s Guide Page window opens5-47 For users with the View Mode: Administrator permission, the Participant Properties – Basic window opens 5.Click OK Page 2b. In the Interface Type list, select T1-CAS 3.In the Connection Type list, select Dial-out To view the participant properties Viewing the Participant PropertiesTo modify the name of a participant Modifying the Participant PropertiesMGC WebCommander User’s Guide The Participant Dialog Page opens5-55 5-56 To view the Participant PropertiesTo designate a participant as VIP 5-58 VIP ParticipantChapter 5 - Monitoring an On Going Conference Using DTMF Code during the On Going conference Designating a Participant as the Chairperson5-59 A confirmation message opens To mute/unmute the participant’s audio channel Muting/Unmuting a ParticipantTo Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference To unlock a conference Page 5-67 MGC WebCommander User’s Guide•Each Remark is limited to 300 characters Click Add RemarkConference User 5-68The Change Password window opens To change the conference duration Changing the Duration of a ConferenceMGC WebCommander User’s Guide The End Time window opens5-71 To extend the conference duration To terminate a conference Terminating a ConferenceSelecting the Video Layout 2.Point to the icon with the number of video windows to be displayed on the screen Quad Views mode Classic ModeClassic mode Quad Views mode Software mode 3 Classic modeNumber of Auto LayoutVideo Available LayoutsTo enable the Auto Layout mode Auto Layout is active Layout selection disabledLayout selected by the system 5-79 Selecting a Personal LayoutThe selected layout appears in the Video pane Video Forcing To video force To set a window to appear as a black screen To cancel the video forcingTo force a participant’s layout MGC WebCommander User’s Guide 5-85Select the pin to unforce the participant Event Endpoint’s Visual Conference IndicationsIcon Text Indication5-87 Enabling Visual IndicationsVisual Effects To modify the Layout Border color To modify the Background colorTo modify the Speaker Indication color To Chat Using Chat MessagingChapter 5 - Monitoring an On Going Conference 5-92Moderator ChatEnabling the Chat option MGC WebCommander User’s Guide5-93 Presentation Mode guidelines Controlling the Lecture ModePage The Lecture mode window opens is enabled for the conference To disable the Lecture Mode or Presentation ModeIndicates the participant is the LecturerBlocking/Unblocking the Audio Transmission Exclusive Speaker To set a Participant as an Exclusive SpeakerThe Exclusive Speaker window opens 3.Click OK Placing the Conference On Hold To place a conference On HoldTo release a conference placed On Hold Enabling Q&A Options Managing a Q&A SessionControlling Q&A Queues with the Q&A list buttons 5-102Adding a Participant to the Q&A Queue on the Q&A toolbar, click —Move Participant to Last Position in Q&AbuttonClearing all participants from the Q&A queue Letting the participant ask a questionManaging a Voting/Polling Session To setup a Voting sessionThe Voting window opens To start a Voting session To conclude the voting session To cancel the voting sessionTo send voting results by E-mail To mute “Meet Me” Parties Mute “Meet Me” PartiesUnsecure Conference - To cancel the secure Participant/Chairperson Operations via DTMF CodesIncrease my broadcasting volume - To Decrease my broadcasting volume - ToDTMF Function 5-113DTMF Function 5-114DTMF Function 5-115Request DTMF Help Menu Page Changing the Conference Password User ActionIVR Message Chairperson Initiated Blast Dial-out Securing the Conference Default Roll CallOperation DescriptionRoll Call 5-122Reservation Calendar To access the Reservation CalendarWebCommander site, the Monthly view is displayed Viewing the Reservation Properties To view the Properties of a Calendar Reservation•Click the Reservation name link closes the Meeting Saves changes andReservation screenE-mailUpdate after a Reservation Change Adding Participants to the Conference ReservationChanging Conference Parameters 2.Double-clickany existing reservation link ReservationThe Conference Reservation window opens 3.Click the Send E-mail link5.Click OK, to send the E-mail Chapter 6 - Reservation Calendar 6.The Send E-mail dialog box opensTo view the properties of a protected conference Viewing the Properties of a Protected ReservationTo view a specific conference reservation To change the view of the reservation calendar Additional Calendar ViewsMGC WebCommander User’s Guide 6-11Customizing Background View Colors To select the week start dayThe Calendar Preferences window opens Conference Types Scheduled Conferences Conference Scheduling MethodsOn Going Conferences ReservationsAd Hoc Conferencing On-demandConferences Reservation-lessConferencingMeeting Rooms Conference Types Entry Queue Participant Roles Participant Connection to the Conference Dial-outParticipantsDial-InParticipants Conference Access for Dial-inParticipants Conference IVREntry Queue When the Entry Queue Access option is designated for an Audio Only or Video conference, all the participants connecting to that conference follow a two-stageprocess 9251222 Network IP Endpoint 9 1 2 2•A Standard conference with or without IVR service Entry Queue Access can be defined forIn the system, such a conference may be defined as Such a conference may be defined as Attended/Unattended Conferences Dial-outParticipants Access7-16 Participants Queue Operator Assisted Conference7-17 Greet and Guide conference Welcome Queue Unattended Conference7-18 Media Conference Media SettingsConf Type NetworkVideo 7-20Audio Only Conference Types Video Conference Types Highest Common Mechanism Additional Video Conference Settings 7-25 Lecture ModeDefined Conference Minimum Participant Line Rate Necessary for Video•Selection of the conference lecturer •Disconnect participants FECC/LSD Guidelines •Attended Wait conference •Welcome No Wait conferenceLarge Video Switching Conferences Greet and Guide Conferences•File transfer to all conference participants •Graphics - for standard graphics Limitations ISDN IP 7-34 Polycom Visual Concert FXMedia Options for Video Session Type Duo Video7-35 MediaVideo 7-37 ConfigurationAvailable FunctionalityAudio+ •Standard - with Meet-Meper Conference 7-40 MGC WebCommander User’s GuideMeeting Rooms List Chapter 8 - Meeting Rooms List Viewing the Meeting Rooms List Table 8-1:Meeting Room Types and Icons Viewing the Properties of a Meeting Room To view the properties of a Meeting RoomThe Meeting Room Properties window opens To view the properties of a specific Meeting Room Viewing the Properties of a Specific Meeting RoomThe following window opens Chapter 8 - Meeting Rooms List Conference Templates – Partial View Mode To define a new video conference template Defining a New Video Conference TemplateList of Conference The Conference Templates window openstemplates assigned Conference TemplateThe Conference Properties - Basic window opens Option DescriptionConf. Entry Option DescriptionDuration Option DescriptionEnd Time Alert Option DescriptionLine Rate con’t Option DescriptionG.711 Option Description9-10 Description Option9-11 Video Streams IN8.Select the appropriate Video Layout Automatic 9-139.Click OK 9-15 Quad Mode CPNumber of Video Selected Layout forthe participant will be viewed in the selected window by all the participants when the conference starts Conference menu Conference Template MenusDescription Option9-18 Table 9-6:Conference Menu OptionsDescription OptionConference Templates Menu 9-19Option Participant Template MenuDescription 9-20Table 9-8:Participant Templates Options To define an Audio Only conference template Defining an Audio Only Conference TemplateList of Conference templates The Conference Templates window opensConference assigned to selected GroupOption The Conference Properties - Basic window opensDescription 9-24Option The Conference Properties - Advanced window opensDescription 9-25Description Option9-26 DurationEnd Time Alert 9-28 Conference Templates – Full Parameters View Defining a New Conference TemplateTo define a new Conference template —Define a new Conference template The Conference Templates window opensDescription Icon10-3 Embedded - Audio Only participantDefining a New Video Conference Option To define a new conference templateDescription 10-5Description Option10-6 Table 10-2:General Conference ParametersDescription Option10-7 Table 10-2:General Conference ParametersDescription Option10-8 Table 10-2:General Conference ParametersDescription Option10-9 Continuous Presence CP - A ContinuousDescription Option10-10 Table 10-2:General Conference ParametersTable 10-3:Basic Conference Parameters Description Option10-12 Transcoding and Continuous Presence - the lineDescription Option10-13 Table 10-3:Basic Conference ParametersDescription Option10-14 Table 10-3:Basic Conference ParametersDescription Option10-15 Table 10-3:Basic Conference ParametersOption Presentation ModeDescription 10-16Description Option10-17 Table 10-3:Basic Conference ParametersDescription Option10-18 NotesDescription Option10-19 Table 10-3:Basic Conference ParametersDescription Option10-20 Table 10-3:Basic Conference ParametersDescription Option10-21 Select either 50 Fields PAL or 60 Fields NTSCOption LimitationsDescription 10-22Option People and Content V0 - Polycom proprietaryDescription 10-23Description Option10-24 Table 10-3:Basic Conference ParametersDescription Option10-25 Table 10-3:Basic Conference ParametersDescription Option10-26 Table 10-3:Basic Conference ParametersDescription Option10-27 Table 10-3:Basic Conference ParametersDescription Option10-28 Table 10-3:Basic Conference ParametersDescription Option10-29 Table 10-3:Basic Conference ParametersDescription Option10-30 Table 10-3:Basic Conference ParametersDescription Option10-31 Table 10-4:Advanced Conference ParametersDescription Option10-32 Table 10-4:Advanced Conference ParametersDescription Option10-33 Table 10-4:Advanced Conference ParametersDescription Option10-34 Table 10-4:Advanced Conference ParametersDescription Option10-35 Table 10-4:Advanced Conference ParametersDescription Option10-36 Table 10-4:Advanced Conference ParametersDescription Option10-37 Table 10-4:Advanced Conference ParametersDescription Option10-38 Table 10-4:Advanced Conference ParametersIn this window you assign dial-innumbers to the conference. Callers wishing to participate in such a conference must dial one of the dial-innumbers, and will be automatically connected to the appropriate conference. The conference participants do not have to be defined prior or during the conference settings – they are automatically detected and are assigned the conference parameters. Using this mode, any participant who dials the conference number can connect to the conference until all the MCU resources are utilized, or the maximum number of participants is reached Table 10-5:Meet Me Per Conference Parameters Table 10-6:Meet Me Per Conference Phone Numbers 11.Select the appropriate Video Layout Auto Layout 10-43Classic mode Classic mode Quad Views mode Software mode 34 Classic mode Quad Views mode Software mode 5+ Classic mode Quad Views modeNumber of The Visual Effects are disabled if a Video+ card is not installed on your MGC unit Layout Border Speaker IndicationBackground color The Color dialog box opens The Color dialog box appears The Conference Properties - Recorder window opens 26.Click the Recording tab10-50 27.From the Conference menu, click Start Immediately to start the conference, click Start At to start the conference at a later time, or from the Conference Templates menu click Save to save it in the database for future use Conference Menu Description Option10-53 Table 10-11:Conference Menu OptionsDescription Option10-54 Meeting Template and choose the10-55 Conference Templates MenuParticipant Template Menu Audio+ card is installed in your MGC unit Defining a New Audio Only ConferenceName 10-58Meet Me Per 10-59Entry Queue 10-60Numeric ID 10-61Conference 10-62Description Option10-63 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-64 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-65 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-66 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-67 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-68 Table 10-15:Audio Only–AdvancedConference OptionsOption 4.Click the Meet Me Per Conf tabDescription 10-69The Meet Me Per Conference option allows participants to connect to a conference by simply dialing a pre-definedconference number Meeting Room If no dial-innumber is defined, the system allocates the dial-innumber according to the settings in the Web Configuration dialog box in the MGC Web Server Manager application Table 10-17:Meet Me Per Conference Phone Numbers 8.Click the Recording tab The Conference Properties - Recorder window opens10-74 10-75 To start the conference immediately2.Click OK Adding Participants to Conference Templates The Add Participants window opens The following search criteria can be used A linked Audio Only participant Conference Templates List windowA linked Video participant An embedded Audio Only participantModifying the Properties of a Linked Participant 1.Display the Conference template properties The Participant Properties - Basic window opens4.Define the participant properties as described in Chapter 11, “Defining a New Participant” on page To delete a participant Deleting a Participant from a Conference TemplateThe Participant template opens MGC WebCommander User’s GuideA confirmation dialog box opens 10-8510-86 To delete the current Conference templateA confirmation window appears To modify a conference template Modifying a Conference Template10-89 10-90 Managing Participant Templates Linked ParticipantEmbedded Participant To open the Participant templates window Participant TemplatesThe Group to which the The Participant Templates window opensThe Participants participant is assignedDefining a New Participant Defining a Participant Template in the Database Name The Participant Properties - Basic window opensE-mail Defining ISDN, ATM, or MPI Video Participants To define ISDN/ATM/MPI video participants11-8 Party Phones 11-9Participant User 11-10Meet Me Per 11-112.Click the Advanced tab 11-12Chapter 11 - Managing Participant Templates Aggregation 11-13Video Protocol 11-1411-15 Service Name11-16 • Off - disables encryptionRestrict Only 11-17Defining H.323 Video and SIP Audio Participants 11-18Chapter 11 - Managing Participant Templates Connection 11-19sip: user name@domain. Note that the SIP 11-20Alias Name Address Type 11-2111-22 Service NameOption 11-23Description NotesEnhanced Video 11-24To define the QoS Quality of Service Parameters11-25 The Participant QoS window opens From Service recommended - Takes the QoS11-26 OptionAudio 11-27Defining Audio Only Participants Saving the Participant TemplateTo save the Participant template To defining an Audio Only participant5.Click the Advanced tab 11-30 Service Name11-31 7.To save the Participant template, refer to pageField Description11-32 Advanced T1-CASParticipant Window11-33 3.Save the participant templateOption DescriptionTo delete the participant from the database Deleting a Participant from the DatabaseThe following confirmation box opens The Participants Properties window opens4.Modify the desired parameters 1.Open the Participant Templates window11-37 MGC WebCommander User’s GuideChapter 11 - Managing Participant Templates 11-38•COP Default_COP •Video Default_Video Appendix A: Default Templates•Audio Default-Audio •Video Switching Video-SwitchValue ParameterGeneral BasicParameter ValueAdvanced Parameter ValueMeet Me Per Conf Value ParameterVideo Layout RecordingPage Parameter ValueAdvanced Parameter ValueMeet Me Per Conf Page A-10 A-11 A-12 A-13 Parameter A-14Value Meet Me Per ConfA-15 A-16 A-17 Parameter A-18Value Meet Me Per ConfA-19 A-20 Appendix A: Default Templates